Assigning a Lead
When a new lead comes in, it starts as Unassigned. Before anyone can start working it, someone needs to claim it.
On the lead detail page, you'll see an assignment dropdown. Click it and select the person who should own the lead — that could be yourself or another team member.
When you assign a lead to someone, they'll receive an email notification letting them know a new lead is waiting for them. The email includes a direct link to the lead, so they can jump right in.
If you're the person responsible for triaging all incoming leads, this is likely part of your daily routine: filter to Open leads, review them, and assign each one to the right person on your team.
NOTE: If you are using agent teams in your account, you'll first select the team you want to assign to, and then select the user.
Moving Through Stages
Every lead follows a simple progression through three high-level status buckets:
Open — The lead is brand new. Nobody has started working on it yet.
In Progress — Someone is actively engaged with this lead — making calls, sending proposals, or waiting on a response.
Closed — The lead has reached its conclusion, whether that's a booked event or a reason it didn't come together.
To update a lead's stage, use the Stage dropdown on the lead detail page. When you first pick up a lead and start engaging with it, move it from Open to In Progress. This signals to the rest of the team that the lead is being handled.
Depending on how your admin has configured your stages, you may have multiple steps within In Progress (such as "Proposal Sent" or "Awaiting Response"). Use whatever step best reflects where things currently stand. For more on how to customize these stages, see the Customizing Your Lead Stages article.
Adding Notes
Notes are your running log of everything that happens with a lead. After a phone call, a follow-up email, or any meaningful interaction, jot down a quick summary so it's all captured in one place.
To add a note, type your note into the text field on the lead detail page and click Save. Notes appear in reverse chronological order, giving you (and anyone else on the team) a clear timeline of the lead's history.
This is especially valuable when leads are handed off between team members or when a manager wants to check in on progress without having to ask for an update.
Setting Follow-Up Reminders
Not every lead is ready to close right away. Maybe the prospect said they need to check with their board and will get back to you on Friday. Maybe you're waiting on a venue availability confirmation before you can send a quote.
In these cases, you can set a reminder directly on the lead. Choose a date and add a brief description of what you need to do — something like "Follow up to see if they're ready to move forward."
When that date arrives, you'll receive an email reminder putting the lead back on your radar. It's a simple way to make sure nothing slips through the cracks without having to maintain a separate to-do list.
Following a Lead
If you've assigned a lead to someone else but want to stay in the loop — maybe it's a high-profile outing request or a big-revenue opportunity — click the Follow button on the lead detail page.
Following a lead means you'll receive notifications as it progresses: status changes, new notes, and other updates. You get visibility without needing to be the one doing the work.
Closing a Lead
When a lead reaches its conclusion, move it to one of your Closed statuses. By default, you'll have at least:
Booked — The event or outing was confirmed.
Did Not Book — The lead didn't convert, for unspecified reasons.
If your admin has set up more specific closed reasons (like "Unavailable Date" or "Too Expensive"), choose the one that best fits. These reasons are valuable — over time, they help you spot patterns in why leads don't convert and can inform decisions about pricing, availability, and outreach.
For more on setting up custom closed reasons, see the Customizing Your Lead Stages article.
Exporting Your Lead Data
If you need to pull your lead data out of the platform for offline analysis, reporting, or sharing with leadership, you can export it as a CSV file. This gives you a spreadsheet-friendly snapshot of your leads that you can sort, filter, and analyze however you need.
Still need help? Your Noteefy Customer Success Manager has your back. Or email us at [email protected].